Birthlink was established in 1911 and is currently in partnership with Scottish Government and others to provide a service to people affected by adoption with a Scottish context. Separately, Birthlink provides an Access to Records service for those seeking to understand their time in care or to prepare applications to the Scottish Government Redress Scheme.

The purpose of this job is to provide administration support to the project which of researching and documenting the history of Birthlink, produce resources and telling the story.

MAIN TASKS AND RESPONSIBILITIES

The Administrator will be responsible for providing administration support to the project, volunteers and staff, to contribute to the overall objectives of producing an oral history project, providing digital records and wall displays.

This will involve:

• Dealing with calls
• Greeting visitors
• Data entry
• Minuting meetings
• Ordering supplies
• Complying with data protection legislation

PERSON SPECIFICATION

• Experience in a similar role
• The ability to manage both time and workload to meet deadlines
• Organised, accurate and thorough
• Energetic, motivated, and enthusiastic with a hands-on approach
• The ability to work on own initiative
• Team working and collaboration skills
• Strong interpersonal and inclusive communication skills
• PVG scheme eligibility

QUALIFICATIONS

ESSENTIAL

• 2 Standard Grades, National 4 or equivalent

KNOWLEDGE & SKILLS

ESSENTIAL

• Strong IT skills and digital fluency
• Knowledge of good practice and GDPR principles for record-keeping.
• Knowledge of appropriate legislation and good practice for working with vulnerable groups.
• Openness to learning

Birthlink was established in 1911 and is currently in partnership with Scottish Government and others to provide a service to people affected by adoption with a Scottish context. Separately, Birthlink provides an Access to Records service for those seeking to understand their time in care or to prepare applications to the Scottish Government Redress Scheme.

The purpose of this job is to recruit and oversee the volunteers for the project, to research and document the history of Birthlink.

MAIN TASKS AND RESPONSIBILITIES

The volunteer coordinator will be responsible for recruiting and supporting volunteers to the project, to contribute to the overall objectives of producing an oral history project, providing digital records and wall displays.

This will involve:

• Working closely with the Heritage Officer
• Actively recruiting volunteers to fit the roles required.
• Interviewing prospective volunteers
• Matching volunteers to appropriate roles
• Developing and delivering induction
• Keeping good records for volunteer management and supervision
• Providing pastoral support and guidance.
• Keeping up to date with training
• Complying with Data Protection legislation
• Working within the Birthlink Charter

PERSON SPECIFICATION

• Experience in a similar role
• The ability to manage both time and workload to meet deadlines
• Organised, accurate and thorough
• Energetic, motivated, and enthusiastic with a hands-on approach
• The ability to work on own initiative
• Team working and collaboration skills
• Strong interpersonal and inclusive communication skills
• PVG scheme eligibility

QUALIFICATIONS

Essential

• 2 Standard Grades, National 4 or equivalent

KNOWLEDGE & SKILLS

Essential

• Strong IT skills and digital fluency
• Knowledge of good practice and GDPR principles for record-keeping.
• Knowledge of appropriate legislation and good practice for working with vulnerable groups.
• Previous work with diverse groups
• Openness to learning.

Accountability to:

The post holder will be line managed by and accountable to the Heritage Officer

Main Purpose

Birthlink is in partnership with Scottish Government and Local Authorities to provide a service to people affected by adoption with a Scottish context. The Care Connect service also supports access to records for people who wish to understand their time in care. In addition, the Redress team provide support to access records to people who wish to apply to Redress Scotland.

This role will deliver administration support to the service as a whole.

Responsibilities:-

• Answering and dealing with incoming telephone calls.
• Greeting visitors to the office.
• Health and safety administration
• Entering new referrals onto the database.
• Maintaining databases
• Maintaining consent follow up.
• Recording and processing incoming and outgoing mail (electronic and postal).
• Processing of Adoption Contact registration forms and associated administration.
• Recording and processing incoming payments, including making card transactions.
• Recording and processing petty cash expenditure and basic financial records.
• Processing gift aid declarations.
• Minute taking at team and staff meetings.
• Maintaining the members database and associated administration.
• Checking social media messages.
• Checking searches folder, upload to ACT and communicate to Practice Lead
• Liaising with suppliers
• Ordering stationery.
• Filing.
• Photocopying.
• Shredding.
• Future Pathways correspondence and filing
• General typing and letter writing
• Overall administration support to all staff and thrift shops

This list is not exhaustive and other related administration tasks will be required.

Accountability to: The post holder will be line managed by and accountable to the Office and Finance Manager.

Birthlink Redress is in partnership with Scottish Government to support people to identify and source historical records and to compile as part of the Redress Support service.

MAIN TASKS & RESPONSIBILITIES:

1. To undertake administrative and practical tasks in order to access records on behalf of applicants by submitting Subject Access Requests to Data controllers including follow up and up-dating applicants on any progress.
2. To support people, taking a trauma-informed approach, who have experienced historical abuse in a care setting as children in Scotland to access their records, compile any received, create a chronology ready for forwarding to Redress Scotland.
3. To deliver a professional support service in accordance with Birthlink’s procedures and standards.
4. Liaise with appropriate local authorities, statutory or voluntary organisations to access records.
5. To record, monitor and evaluate all work.
6. To represent Birthlink in a professional and collaborative way in all multi-disciplinary meetings and events
7. To deliver training and information on the work of the project as required
8. To contribute to dissemination of information about Birthlink through professional journals, conferences and Birthlink’s bi-annual bulletin
9. To attend supervision, team meetings and training as appropriate and take responsibility for your own professional development.
10. To work within Birthlink’s policies and procedures including equal opportunities, anti-discriminatory practice, safeguarding and user participation
11. To keep up to date with changes in procedure, legislation, and research as they affect the service.

Accountability of post: The postholder will be line managed by and accountable to the Senior Practice Manager

Main purpose:Birthlink Redress is in partnership with Scottish Government and others to support people to identify and source historical records and to compile those ready for the Redress Support.

Location of post:21 Castle Street, Edinburgh, EH2 3DN

MAIN TASKS & RESPONSIBILITIES:

• To support people who have experienced historical abuse in a care setting as children in Scotland to access their records and to compile those including creating a chronology ready for Redress Support.
• To deliver a professional support service in accordance with Birthlink’s procedures and standards
• Liaise with appropriate local authorities, statutory or voluntary organisations to access records
• To represent Birthlink in a professional and collaborative way in all multi-disciplinary meetings and events
• To deliver training and information on the work of the project as required
• To contribute to dissemination of information about Birthlink through professional journals, conferences and Birthlink’s bi-annual bulletin
• To record, monitor and evaluate all work
• To attend supervision, team meetings and training as appropriate and take responsibility for your own professional development.
• To work within Birthlink’s policies and procedures including equal opportunities, anti-discriminatory practice, safeguarding and user participation
• To keep up to date with changes in procedure, legislation, and research as they affect the service

QUALIFICATIONS

ESSENTIAL

• A good standard of Education
• Disclosure Scotland is an essential for this post

DESIRABLE

• A professional qualification in social work, social care, education, or health, particularly relating to working with adults who have experienced trauma.

KNOWLEDGE & EXPERIENCE

ESSENTIAL

• Experience of working with adults in a community care client group
• Experience of working in partnership with other agencies
• Experience of working as part of a team
• Experience of undertaking risk assessments if required
• Experience of working in a trauma informed way
• Knowledge of the needs of vulnerable adults
• Knowledge of relevant legislation and government initiatives
• An understanding of and commitment to equal opportunities, anti-discriminatory practice, safeguarding and user participation

DESIRABLE

• Experience of compiling chronologies and/or gleaning information from records

SKILLS & ABILITIES

ESSENTIAL

• Able to work with warm, non-judgemental, flexible and professional approach at all times
• Ability to communicate effectively and sensitively with adults experiencing distress and trauma
• Good assessment and intervention skills
• Ability to record, monitor and evaluate work
• Ability to plan and prioritise work
• Ability to work across professional boundaries

With consultation, amendments may be made to your job description from time to time in relation to our changing needs and your own ability